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Fast Facts on imMTrax

Fast Facts on imMTrax. Overview. Fast Facts on What is New in imMTrax Client-Centered Activities Consent Complexities Medical Home Association Responsible Persons Immunization Forecasting Facility- Centered Activities Reminder-Recall Functionality

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Fast Facts on imMTrax

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  1. Fast Facts on imMTrax

  2. Overview • Fast Facts on What is New in imMTrax • Client-Centered Activities • Consent Complexities • Medical Home Association • Responsible Persons • Immunization Forecasting • Facility- Centered Activities • Reminder-Recall Functionality • Managing Your Inventory • Managing Your Cold Chain • Monthly VFC Reconciliation

  3. Overview • 7 Data Entry Quick Tips • What Lies Ahead for imMTrax • Resources

  4. Consent Complexities

  5. IIS Participation Across the States • State-Based Registries • Consent Process Determined by State Legislatures • “The establishment of immunization registries is a complex endeavor that has been most successful at the local and state levels. Much of the current variation in registries is a result of varying state laws” • 1999 National Vaccine Advisory Committee Report • Two Methods of Participation • Voluntary Exclusion or “Opt-Out” • Voluntary Inclusion or “Opt-In”

  6. Where Does MT Stand? • Montana • “Opt-In” State • Voluntary Inclusion • Written Consent • imMTrax Consent Processes in Accordance with Montana Law

  7. Patient Consent Status • Active Status- Free to View • Consent Gathered & Recorded in System • Written Consent Form- Available in imMTrax & Online

  8. Patient Consent Status • Inactive Status- Blocked from View • Undetermined Status- Unsure of the Patient’s Decision • Consent Denied Status- The Patient (or Responsible Person) has Chosen Not To Participate in imMTrax

  9. “Unlocking” Records • Changing Consent Status in imMTrax

  10. Need Help Educating Patients? • Educational imMTrax Brochures are Available!

  11. Medical Home Association (Clarifying Your Immunization Relationship)

  12. MHA Guide

  13. Responsible Persons (We Can Store Multiple Addresses Now!)

  14. Responsible Persons

  15. Immunization Forecasting (Stay tuned for “Forecasting the Future: Mankind vs. Machine”)

  16. Reminder-Recall Functionality (A Best Practice Made Easy)

  17. Reminder-Recall Outputs

  18. Ensuring Your R/R Success • DPHHS: Making Adjustments/Updates to the Forecasting Algorithm • Your Facility: Keeping imMTrax Up-To-Date • Immunization Histories • Data Entry or Electronic Data Transfer • Responsible Person Information • Mailing Addresses & Phone Numbers

  19. Ensuring Your R/R Success • Cue Your Patients for R/R • Select “Yes” Under “Allow Reminder & Recall Contact? Notices?”

  20. Ensuring Your R/R Success • Cue Your Responsible Persons for R/R • Check the “Reminder Notices?” Box

  21. Managing Your Inventory (Reports, Transactions & More)

  22. Receiving Immunizations • All VFC Vaccine Will Automatically Import into Your Inventory EXCEPT Varicella • Immunization Staff Import VFC Shipping Logs Each Morning • Varicella Ships Directly from Merck & MUST Be Added • Add as PrivateStock-> Call Us to Switch to Public

  23. Where Did I Go Wrong? • A “Show Transactions” Report Will Display IZ Activity • Sort By the Date the Immunization Was Entered OR • Date the Shot Was Given

  24. Show Transactions Report

  25. Monthly VFC Reconciliation (Syncing Your Fridge Count with Your Electronic imMTrax Count)

  26. Reconciliation

  27. Reconciliation • imMTrax Times Out After 45 Minutes of Inactivity • Hit Save and Finish Later Frequently To Avoid Data Loss • Some Users Print The Reconciliation Screen, Perform a Manual Count, & Come Back to The System for Data Entry • Hit Save and Submit When You Are Finished

  28. EHR-IIS Interoperability (Getting Our Systems Talking)

  29. EHR-IIS Interoperability • Working with 14 Facilities • Developing Interfaces & Exchange of Immunization Information Using Health Level 7 (HL7) Standards • Grant Concludes Summer 2012 • Flat File Data Submissions Will Continue

  30. imMTrax Data Exchange

  31. 7 Data Entry Quick Tips

  32. Quick Tip #1 Location, Location, Location!

  33. Location, Location, Location! • If Applicable, Check Your Location Before Navigating the System

  34. Quick Tip #2 Medical Home Association- Remember Which Hat You Are Wearing!

  35. Which Hat am I Wearing? • Medical Home Association Distinguishes Your Immunization Relationship • If You are Entering Data On Behalf of ANOTHER Clinic, Choose the Correct Medical Home Association (i.e. Relationship) to THAT Facility

  36. Quick Tip #3 Warnings Vs. Hold Ups

  37. Warnings vs. Hold Ups • Warning:Will Not Impact Your Ability To Navigate the System • Hold Up: Will Impact Your Ability To Navigate the System

  38. Quick Tip #4 Administering Immunizations- Rules to Live By

  39. Administering IZs: Easy as 1,2,3! 1. Confirm VFC Eligibility 2. Confirm/Change Date Immunization Was Administered • Defaults to Date of Data Entry 3. Make Sure ALL Fields (Left to Right) are Completed Now You Are Ready to Press SAVE

  40. Quick Tip #5 Historical Immunizations- Recording Facility Name

  41. Historical IZs: Recording Facility Name 1. If the Administering Facility is Know, Record This Information in the “Transcribed from Official Records” Field • You Can Copy & Paste Facility Name When Populating Multiple Lines • Facility Name Will Print on Official Record

  42. Quick Tip #6 Historical Immunizations- Utilizing Default Dates

  43. Historical IZs: Using Default Dates 1. Utilize the “Default Dates” Fields • Populate the Default Date Fields with The Patients IZ Dates • Place Your Mouse on the Line of the Immunization They Received & DOUBLE CLICK • The Date Automatically Populates

  44. Quick Tip #7 Historical Immunizations- Recording Combo Vaccines

  45. Historical IZs: Recording Combo Vaccines 1. Record Each Antigen in the Combo Vaccine Separately

  46. Historical IZs: Recording Combo Vaccines Our Preferred Method is as Follows…

  47. Historical IZs: Recording Combo Vaccines 2. Streamline Historical Data Entry By Using Trade Names • Record One Antigen • Edit the Vaccine • Select a Trade Name

  48. Historical IZs: Recording Combo Vaccines 2. Streamline Historical Data Entry By Using Trade Names • imMTrax Will Automatically Populate the Other Antigens Contained in the Combo Vaccine

  49. Looking Forward

  50. Looking Forward • Transition to VTrckS • CDC Immunization Ordering System • Online Ordering in imMTrax • Enhanced HL7 Data Exchange

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